INVESTING IN BC CONSERVATION SINCE 1981

Multi-Year Project Update! The duration for Multi-year proposals is now 3 years maximum (e.g., Year 1 of 3 Years). If proposals are submitted for a 5 year cycle, HCTF will correct the timing to 3 years. This change in duration does not apply to previous Multi-year proposals that have been approved for 4 or 5 years.

HCTF Enhancement & Restoration (E&R) Grants are available to anyone (provincial or municipal governments, First Nations, academic institutions, non-government organizations, industry) for projects that:

  • Focus on native freshwater fish, wildlife, and their habitats;
  • Have the potential to achieve a significant conservation outcome;
  • Align with our purposes as laid out in the Wildlife Act.

One of HCTF’s priorities is to support habitat enhancement and restoration, therefore projects that involve on-the-ground habitat enhancement and/or restoration activities are strongly encouraged.

Guidance Document for Applicants 2023-24

 

For Wildlife surcharge funds, our priority is to fund restoration and enhancement projects that yield tangible outcomes for wildlife, fish and their habitats. Therefore any inventory, monitoring or research proposals under consideration would be vetted to ensure they: 1) support pending habitat management decisions, 2) identify or assess the feasibility of new restoration and enhancement opportunities, or 3) evaluate the effectiveness of projects funded by HCTF.

For White Sturgeon and Wild Sheep (Bighorn and Thinhorn) dedicated funds, proposals must meet all HCTF eligibility criteria and follow the same application and review processes.

What Activities are Not Eligible for Funding?

Ineligible Project Activities

 

How Much Money Can I Apply For?

There is no upper limit on funding requests but there is a 3-year limit to project funding*. E&R Grant budgets typically range from $10,000 to over $100,000 annually.

Please note that projects requesting funds in excess of $100,000 per year will be reviewed with higher scrutiny to ensure the potential conservation benefits justify this level of funding. When reviewing proposals, our Board considers the multi-year implications of investment.

* After 3 years of continued HCTF funding, a proponent can access another cycle of funding by reapplying using the Continuing – New 3-Year Cycle application form.

  • Court Awards

    HCTF may receive money from court awards arising from fish/wildlife/habitat infractions. On occasion, the funding from these awards is restricted to specific locations, species and/or habitats. In these cases, HCTF first looks for a match in our list of currently approved projects. If there is no suitable match, we advertise the awards here prior to the fall intake each year.

    How to Apply for Court Award Funding:

    If you think you may have a project that fits the requirements of one of the listed restricted contributions or court awards, please:

    • Submit an enhancement proposal that meets HCTF’s eligibility criteria through the regular process by the November deadline. Please note the HCTF Court reference # in the project title, and
    • Send a brief email to reporting@hctf.ca identifying your project name, proponent name and the restricted court award for which you are applying (use the HCTF Court Reference #).

    Please note that applications for restricted funding are subject to HCTF technical review process along with all other enhancement proposals.

    In some cases – and at the HCTF Board’s discretion – projects may be granted funding from other revenues, if there is not enough restricted funding available to support recommended projects. For clarity, the budget request in your proposal does not need to match the specific restricted funding amount available; if your project requires a smaller or larger amount, please develop your budget table according to the project needs.

    If you have any questions or want to discuss an idea for a project, please contact Biological and Evaluation Services.

    2022-23 Available Court Award Funding

    Region Amount HCTF Reference # Restriction
    6 $ 95,000.00 30502 Fish, wildlife, and habitat initiatives in the Skeena Region, with a preference for restoration work along the Skeena River between Terrace and Prince Rupert
    1 $ 8,000.00 16111-1 Sum of $8,000 to be used in its entirety for the Fiddlehead Farm area and that of Powell River, British Columbia for conservation purposes.
    3 $ 6,860.00 43225 To be used for elk enhancement in the Kamloops region.
    2 $ 2,505.00 2738-1 For a study on the effects of non-lethal bear management


Application Cycle

HCTF operates on a standard fiscal year, running from 1 April – 31 March. For example, a proposal submitted on November 1, 2018 would request funding to support project activities to take place between 1 April, 2019 and 31 March, 2020. Proposals are approved on an annual basis—a multi-year project must apply EACH YEAR for funding for the next year’s activities.

  • Annual Timeline for HCTF Projects

    HCTF operates on a standard fiscal year, running from 1 April – 31 March. For example, a proposal submitted on November 1, 2018 would request funding to support project activities to take place between 1 April, 2019 and 31 March, 2020. Proposals are approved on an annual basis—a multi-year project must apply each year for funding for the next year’s activities.

    November

    HCTF Online Application Submission

    Submission of HCTF Enhancement and Restoration Grant Applications is through the HCTF Online application portal. HCTF Online typically opens in early to mid-September, but Application worksheets are available earlier for use drafting your proposal.

    November & December

    Review Stage 1: Primary Reviewer Submission

    Applications for NEW projects are first sent to a Primary Reviewer, typically a subject expert, who assesses the project on areas such as its proposed objectives, methodology, and cost/benefits.

    January & February

    Review Stage 2: Technical Review Committee Evaluation

    All Applications (i.e., seed, new, and continuing proposals) are then evaluated on technical merits by a committee of experts, composed of both government and non-government biologists. Our technical committees are divided broadly into Fisheries, Wildlife, Stewardship, Wild Sheep, and White Sturgeon subject areas. The technical reviewers meet to discuss, score, rank, and make a funding recommendation for each proposal based on their technical evaluation and the Primary Review.

    Early to Mid-March

    Review Stage 3: Board

    The HCTF Board of Directors meets in early March to make final funding decisions. The comments and recommendations from the previous stages are taken into account by the Board. Funding decisions are final. For those proposals that are not approved, applicants will receive communication from HCTF explaining the reasons for the decision. Often this feedback can be used to improve the proposal for potential re-submission in future years.

    End of March

    Approved Projects

    A Preliminary Approved Projects List is posted on the HCTF website in mid-March. Official notifications are emailed to individual proponents before the end of the month.

    April

    Conditional Grant Agreement

    Once you have been notified that your proposal has been approved for funding, HCTF will mail you a Conditional Grant Agreement which must be signed and returned to HCTF in order to receive your first installment cheque.

    April 1 – March 31

    Project Activities are Completed

    Proposed project activities can begin on 1 April of the year in which they are approved. If a proposal is approved subject to a funding condition, that funding condition must be met prior to commencing any work.

    Note that HCTF funds multi-year projects one year at a time. To apply for multi-year funding, you must submit a continuing application each year of the project using the appropriate form.

    April 15 the following year

    Reporting Obligations

    Each fiscal year’s project activities must be complete by March 31. Grant Reports are due annually on April 15th.


Additional Background

HCTF’s Strategic Plan provides more information about our Vision, Mission and Goals.
HCTF’s Strategic Plan 2022-27
What types of projects does HCTF Fund?
Approved Project List 2022-23

The intake for the 2023-24 Enhancement & Restoration applications is now open. The deadline for submissions is Friday, November 4th at 4:30pm (PT). All applications and supporting documents must be submitted using the online Survey Apply system (FAQs Page). HCTF cannot accept applications submitted by email and late applications will not be accepted.

Multi-Year Project Update! The duration for Multi-year proposals is now 3 years maximum (e.g., Year 1 of 3 Years). If proposals are submitted for a 5 year cycle, HCTF will correct the timing to 3 years. This change in duration does not apply to previous Multi-year proposals that have been approved for 4 or 5 years.

  • Note to White Sturgeon Applicants

    Note to White Sturgeon Applicants

    In the lower Fraser River, many years of intensive tagging projects have gathered standard life-history data to model population structure and estimate annual mortality and recruitment rates. As the foundational science work in the lower Fraser is nearing completion in the coming years, the HCTF Board supports a move to see NEW Sturgeon proposals that aim to achieve: 1) population assessments in the mid and upper Fraser River; 2) juvenile habitat use, threats, and mixing between populations in the Fraser River and 3) habitat focused projects in the lower Fraser River that will address habitat requirements, habitat protection and habitat restoration initiatives. Important note: Existing Sturgeon projects that are already approved for multiple years of funding will continue to be funded, contingent on satisfactory progress.

    HCTF Priorities for Fraser River Sturgeon (2021-2026)

Enhancement & Restoration proposals should focus on the conservation and management of fish, wildlife and their habitats. If your proposal involves engaging people to increase their knowledge, awareness, and understanding of fish, wildlife and their habitats, you should submit a Stewardship proposal and visit our Stewardship Apply page.

Application System FAQs

We encourage all Project Leaders to read the our Frequently Asked Questions (FAQs) for Applications before beginning their proposal.

Application System FAQ’s

 

How to Apply?

Proposal submissions for the Enhancement & Restoration Grant are completed online through the HCTF Survey Apply system. Please note that all applications must be submitted using Survey Apply as HCTF cannot accept applications by email.

Apply Online

 

E&R Application Worksheets

Before beginning your online application, we strongly recommend that you complete the application worksheet available for download in the list below. The worksheet is intended as an added resource for you to draft your application and once completed you can copy and paste the information into the online system. Please note you are required to submit the excel budget spreadsheet as a separate attachment at the end of your online application form.

Important! If you are approved for Multi-year funding, please remember you must submit a proposal for each year of your project. Continuing proposal forms should be submitted for subsequent years (Years 2, 3).

  • E&R Worksheet (New, New Phase, Continuing)

    E&R Worksheet 2023-24

     

    New Projects (Year 1)

    • This project has not been funded by HCTF before;
    • If this project is related to one previously funded HCTF, the objectives and/or activities have changed substantially from those originally approved;
    • It was not approved for funding in a previous year but has been revised to address the Technical Review Committee’s and/or the Board’s concerns.
      • If you are re-applying for HCTF funding for a project that was not approved in the past, please use the New Project form.
      • If changes have been made to the project scope or technical approach of a Continuing Multi-year Project, a New Project application form must be submitted.
      • Continuing projects that were approved for “One Year Only” must apply using the ‘New Project’ form.

    Note: Please make sure to complete the Multi-Year Budget table to show your planned funding requests for future years; estimated amounts are acceptable.

    Continuing Projects (Year 2 to Year 3)

    • This is a multi-year project;
    • This project is in its second or subsequent year of HCTF funding based on the number of years approved in the Year 1 proposal;
    • This project develops on a previously funded project; the objectives are essentially the same as originally approved, although some aspect (e.g. location, site, species, timing) may be altered slightly.
      • Continuing projects must provide a summary of progress-to-date for the previous years’ work, and explain how the current year’s work will contribute to the overall project objectives.
      • If changes have been made to the project scope or technical approach of a Continuing Project, then a ‘New Project’ application form must be submitted.
      • Proponents should not self-extend. For example, if a 3-year Multi-year proposal is approved, the Year 3 proposal must be the final year. If funding for a 4th and 5th year is desired, the Year 4 request must be submitted as a New proposal as Year 1 of 2.
      • Continuing projects that were approved for “One Year Only” must apply using the ‘New Project’ form.
    • If significant changes are planned to the Objectives and Activities, it’s best to submit as a New proposal.

    Please note that HCTF funds Multi-Year projects one year at a time – you must submit an additional continuing application for each subsequent year of the project.

    New Phase (New 3-Year Cycle)

    • HCTF administers Continuing projects in 3-year cycles. Projects with a lifespan longer than 3 years must be identified and approved by HCTF at the initiation of the new 3-year cycle project.
    • Once a longer-term continuing project has completed 3 years, the applicant must submit a New Phase proposal for Year 1 and use the same project name and number. HCTF will re-evaluate the project’s goals and objectives considering HCTF’s other funding priorities
    • If the New Phase proposal is approved for multi-year funding, subsequent Years (Year 2, 3) are submitted as Continuing proposals.
    • This type of proposal should explain exactly what has been accomplished over the past 3 years and provide a detailed work plan for the next 3-year cycle.

    Note: For New Phase proposals, it is important to include a detailed summary of your results achieved in the previous 3-year cycle in the “Progress to Date” section of the application form (Reviewers do not have access to your previous years’ grant reports).

  • Objectives & Activities

    Following are links to two example tables for the objectives and activities section of the proposal.

  • Application Budget Spreadsheet

    HCTF Budget Spreadsheet

    For all proposal applications except for seed, use the Excel spreadsheet to develop your budget. You will also upload this same spreadsheet to the online Survey Apply system.

    HCTF Proposal Budget Spreadsheet 2023-24

    For more details on completing your budget spreadsheet please refer to the instruction document below.

    HCTF Budget Instructions

    Important Note: Your budget should contain enough detail for reviewers to determine if it is cost effective. Be sure to explain any differences from previous years—if your budget or activities are different from those you predicted, or if you want to alter the length of your project, provide a rationale for these changes.

    Check carefully that you have:

    • placed proposed expenditures in the correct sections;
    • included your full project budget, not just the portions that you are asking HCTF to fund;
    • included only the detailed costs for the coming year;
    • filled in the Multi-Year Budget table and Capital Items table, if relevant;
    • explained any administration fees; and,
    • captured any anticipated partner contributions.

Capital Asset Requests

In order to maximize the on-the-ground impact of every conservation dollar, HCTF will consider requests for capital assets where they are necessary to complete the project and where the cost per asset does not exceed $3,500. This threshold may be lifted in certain circumstances, such as for immobile assets (e.g. cattleguards, aerators, etc.). Please contact HCTF to discuss if you wish to request an asset over $3,500. Note that any asset purchased must only be used for conservation purposes.

  • E&R Application Checklist

    To ensure you submit a good proposal, make sure to:

    • Explain how your project matches HCTF goals
    • Include details: What, Where, How, When, Why
    • Make a clear link between how your project outcomes will lead to improved management of fish and/or wildlife, or habitat
    • Include enough detail in the proposal form, do not rely on attachments
    • Complete all sections in the form
    • Proofread your proposal for clarity, typos and good grammar


How are Grant Applications Reviewed?

Each proposal goes through a multi-level, objective, technical review process prior to final Board decisions. These three main stages of review, include an assessment by a primary reviewer, and a review by a technical committee, prior to being sent to the Board for final funding decisions.

  • What do our primary reviewers look for?

    • Does the proposal define the management or conservation issue well?
    • Is the need for this project clearly supported?
    • Are the project objectives clearly explained and linked to the issue statement?
    • Are the objectives realistic and attainable?
    • How well are the activities and methods explained?
    • Is the timeline realistic?
    • Does the proposal provide a plan or strategy to evaluate success?
    • How well are the measures of success explained?
    • How well does the proposal describe larger ecosystem benefits and implications to fish and wildlife populations?
    • Are the potential positive and negative impacts of the project explained?
    • How realistic is the project budget?
    • Is the proposed work technically feasible?

    Download the Technical Assessment of your Proposal: Review Criteria at a Glance document for more information about what our technical reviewers look for.

  • What do our technical reviewers look for?

    • Issue— the proposal clearly explains how this work will contribute to positive conservation outcomes for fish, wildlife and their habitats.
    • Technical merit—the proposed methods are appropriate and feasible, and will effectively address the issue identified
    • Deliverables and evaluation—the proposal identifies practical, specific, measurable indicators of success* for both the implementation and the outcomes themselves
    • Cost/benefit—the project budget is reasonable to achieve the proposed benefits for fish, wildlife, and habitats

    *Measures of Success should be specific quantitative targets that can be used to track desired change and project success. They can be short, medium or long term. Although it is common to report on outputs (e.g. number of collars deployed, square meters of habitat restored), assessing conservation success also depends on evaluating outcomes (e.g. reduction in mortality of sheep, habitat restoration to support elk population).

    Download the Technical Assessment of your Proposal: Review Criteria at a Glance document for more information about what our technical reviewers look for.

  • What does our Board look for?

    • Alignment with HCTF priorities and strategic plan
    • Eligibility of activities and expenses
    • Cost-effectiveness—do the proposed benefits justify the investment of HCTF funds compared to other projects?
    • Conservation need—did the proposal build a compelling case that the project will lead to positive conservation outcomes for fisheries, wildlife, and habitat in BC?
    • Are there management applications from this work?
    • Endurance of conservation benefits – will the benefits to fish/ wildlife/ habitat persist over biologically relevant timeframes?

If you have questions about your project’s eligibility, your proposal, what our reviewers are looking for, or any other details of application and grant management, contact us to ask!

Seed Grant for an Enhancement & Restoration Proposal

Seed grants are for proponents who have an idea for a new Enhancement & Restoration project but need to do some planning and preliminary work to develop their idea before submitting a full new proposal. Proponents may apply for seed funding of up to $5,000 to help fill information gaps, explore project feasibility, identify project partners, and prepare technical information.

*Please note seed funding is not intended for a small, stand-alone project; seed grant project activities are meant to culminate in the development of a full E&R proposal (submitted within two years). Seed funding does not guarantee subsequent funding of a full E&R proposal.

Seed Application Worksheets

Before beginning your application on the Apply system, we strongly recommend that you complete your application using the Word worksheets. Once you have completed your application in the Word Worksheet, you can copy and paste the information into the Survey Apply online system.

Seed Application Worksheet 2023-24 Seed Budget Spreadsheet 2023-24

 

Application System FAQs

We encourage all Project Leaders to read the Application FAQs before beginning their proposal.

Application System FAQ’s

 

How to Apply?

Submission of Enhancement and Restoration Grant Applications is through the HCTF Survey Apply system. Please note that all applications must be submitted using Survey Apply. HCTF cannot accept applications by email.

Apply Online

 

Questions?

Any questions about seed grants can be directed to Lisa Wielinga at lisa.wielinga@hctf.ca.

 

The next deadline for submitting grant reports is April 15th, 2023. All Project Leaders with approved grants from 2021-22 onward need to complete their grant reports in our online Survey Apply system. Reporting requirements remain relatively consistent from previous years with a new simplified and easy-to-use structure.

 

Reporting FAQs

We encourage all Project Leaders to read the our Frequently Asked Questions (FAQs) for Reporting before beginning their report.

Reporting FAQ’s

 

How to Submit your Report?

Submission of Enhancement & Restoration Grant Reports is through the HCTF Survey Apply system. Please note that all reports must be completed and submitted using Survey Apply. HCTF cannot accept applications by email.

Complete Report Online

 

Reporting Requirements

  • Why do we have reports?

    As a trust of public funds, HCTF has a number of requirements to ensure accountability and due diligence of trust funds. We have a responsibility to ensure that funds are invested in activities and projects that contribute to conservation of fish, wildlife, and habitat in BC. As a public foundation, HCTF is required to prepare annual financial statements which undergo a thorough audit process. Grant reports help ensure funds were utilized in accordance with the purposes of the trust, which is a requirement for HCTF’s audit.

    Specifically, grant reports allow HCTF to evaluate:

    • compliance with the proposal (that the funds were used for the activities and goals for which they were intended) and
    • conservation outcomes (or reasonable progress towards them).

  • Report Submission

    Consistent with HCTF’s operating cycle and with the end date of most conditional grant agreements, projects must be completed by March 31st. Subsequent grant reports are due April 15th.

    HCTF has recently launched a new online reporting system. All Project Leaders with approved 2021-22 grants are required to submit their grant reports in Survey Apply, the same system that was used for proposal submission Reports in older formats or reports that come in by email submission will not be accepted.

    Project Leaders with active projects from 2020-21 and prior (before Survey Apply was implemented) will submit using the previous report forms and processes. These Project Leaders (and those with approved contract extensions) will have received an email from HCTF with reporting instructions and forms. If you did not receive this email, or if you have any questions, please contact reporting@hctf.ca.


Reporting Worksheets

Current grant reports for 2021-22 onward: Please note you now need to complete and submit the grant report form online (link to online system) and will need to upload the new separate excel budget spreadsheet with this online submission. Click one of the template links below to begin drafting your report for our online Survey Apply system.

Outstanding grant reports from BEFORE 2020-21: If you had a contract extension or still need to submit an outstanding report, please contact us at reporting@hctf.ca for a copy of the old 2020-21 grant report template.

Before beginning your online report, we strongly recommend that you complete the reporting worksheet available for download in the list below. The worksheet is intended as an added resource for you to draft your report and once completed you can copy and paste the information into the online system. Please note you are required to submit the excel budget spreadsheet as a separate attachment at the end of your online report form.

 

Other Attachments

  • Technical Reports

    Some HCTF projects produce a comprehensive technical report detailing the methods and analyzing the results. Technical reports may require more time to complete and are therefore not tied to the final payment if the Grant Report is complete. HCTF requires an electronic copy of the technical report once it is completed. Ideally, we would like to receive it as an attachment to the Final Year Grant Report.

  • Peer-Reviewed Journal Articles

    Some projects may produce information that will be published in a peer-review journal. These articles do not constitute a final report, but are of interest to HCTF. We recognize that published journal articles take time for publication. Please send us a PDF copy of the published article or a link to the article, once it is available.

 

Project Evaluation

HCTF uses a variety of methods to assess approved and/or completed projects to ensure that Foundation grants are providing the greatest conservation return on investment. Each year, HCTF staff and/or Board select projects and meet with the project leaders to review project performance. This evaluation includes assessing on-the-ground accomplishments as well as reviewing financial records. For further information, contact the Manager of Biology.

 

Conditional Grant Agreement

  • What is a Conditional Grant Agreement?

    The Habitat Conservation Trust Foundation uses conditional grant agreements to transfer monies to a proponent for an approved HCTF project. Unlike unconditional grants (which can be used for any purpose the recipient sees fit), a conditional grant is for a specific purpose and may not be used for any other project.

    The conditional grant agreement is like a contract in that it is signed by both parties and contains specific conditions for spending the approved budget. The underlying basis for the agreement is the proposal submitted by the proponent and approved by HCTF, although HCTF may include additional conditions to the proposal before approving it.

    While each conditional grant agreement pertains to the individual project, there are some terms and conditions common to all HCTF conditional grant agreements. Some of these include:

    • The term of the agreement – April 1st to March 31st unless otherwise specified in the agreement.
    • Reporting requirements are linked to payment process.
    • All project communications materials must recognize funding support from HCTF.
    • Projects must acquire and maintain appropriate insurance and provide HCTF with insurance certification where required.
    • Project leaders are required to obtain written pre-approval from HCTF for any equipment or asset purchases required for the project that cost $1,000 or greater that were not stated in the approved proposal.

    You can view a Sample HCTF Conditional Grant Agreement – please note that this is a general template and specific terms may vary depending on the project.

  • How to submit your Conditional Grant Agreement?

    Proposed project activities can begin on April 1st of the year in which they are approved. If a proposal is approved subject to funding condition, that funding condition must be met prior to commencing any work. Note that HCTF funds multi-year projects one year at a time – if you would like funding for future years of a project, you must submit a continuing application each year.

    Each fiscal year’s project activities must be complete by March 31st. Grant Reports are due annually on April 15th. Please note that your project final approval is subject to you (or your organization) entering into a Conditional Grant Agreement with HCTF. Preview the sample CGA here.

    Approved non-government project leaders must submit their Conditional Grant Agreement online via Survey Apply. Follow these instructions for downloading, signing, and uploading.

    Please read your Conditional Grant Agreement carefully, as HCTF has made significant changes to the agreement language this year. Ensure you obtain all internal approvals from your organization before returning the signed copy to HCTF. Questions? Please contact our Finance Officer.

    Note that Provincial Government project leaders are not required to complete the Survey Apply steps above, as the Conditional Grant Agreement is signed directly with headquarters for each Ministry. Government project leaders can familiarize themselves with the requirements of the agreement at the link above and are also encouraged to request and review their specific agreement from headquarters.

    Submit your Conditional Grant Agreement

  • Insurance Requirements

    All non-government project leaders will need to provide HCTF with a Certificate of Insurance for General Liability (CGL) indicating that HCTF has been added as an additional insured (see section 9 of the sample Conditional Grant Agreement above for details). Your insurer can assist in completing this certificate. It is your responsibility to ensure that your organization is carrying the correct insurance to deliver the project and to budget for your insurance costs accordingly in your proposal.

    Important Note: For projects that require more than one year to complete (i.e. multi-year projects), a new conditional grant agreement is required for each year of the project and it is tied to the approved proposal for that year.

 

Grant Management

Please remember that the deadline for Contract Extensions and Project Change requests is February 15, 2023. We recommend submitting these requests as early as possible to allow time for review.

  • Project Change Requests

    • If your approved project requires modifications from your original proposal in terms of objectives, activities/methodology, or budget allocation, you must submit a written request to HCTF using the Project Change Request Form. Depending on the nature of your request, it will be reviewed by either HCTF staff or an appropriate technical review committee. Project change requests must be submitted by February 15th and should be sent to karen.barry@hctf.ca.
    • If you wish to reallocate your budget, please also submit a revised budget table (Excel file) which shows the updated amounts if your reallocation is approved (i.e. add a new column with new $ amounts). For example, if you initially had $15K in Wages and you want to reallocate $5k towards Site Supplies, the budget line item for Wages should now be $10K and the Site supplies would be $5K.
    • If you wish to request a budget increase, please contact karen.barry@hctf.ca for additional instructions. Requests for budget increases will be accepted from May 1- November 1 only.

  • Contract Extensions

    Contract Extension Request – Form

    Contract extensions are intended for projects where activities in the proposal could not be completed within the original timeframe. If you also have changes to your project objectives, budget or activities please submit a Project Change request form (see above).

    If you are unable to complete your project within the fiscal year of your Conditional Grant Agreement (April 1st through March 31st, unless otherwise specified), you will need to request a Contract Extension to extend your Agreement into the next fiscal. The annual deadline for contract extension requests is February 15th. An email from the Finance Officer will be sent in early January with the Contract Extension Request Form and instructions to email the completed request to reporting@hctf.ca.

    Please note that even though activities and expenditures will occur in the following fiscal year, they will still be invoiced and reported on under the original Agreement. The Grant Report (see Reporting Tab) will be due when that year’s activities are complete.

    In some cases, a project may have a Contract Extension concurrently with another funded year of the project. HCTF requires that expenditures and project outcomes for each grant must always be tracked, invoiced and reported on separately. That also means that any unspent funds from one grant cannot be “rolled into” the project budget for a subsequent year.

    For example, a multi-year project may receive a contract extension to complete Year 1 activities concurrent to activities already approved for Year 2. Each of these proposals is considered a separate contract. Therefore, you must report for each of them separately by completing a Grant Report for each of these project years, reporting against their respective proposals. That is, you would submit a Grant Report for Year 1, reporting against the Year 1 proposal; and another Grant Report for Year 2, reporting against the Year 2 proposal, even though the Year 1 activities took two years and happened at the same time as the Year 2 activities.

  • HCTF Acknowledgement

    The support provided by HCTF must be acknowledged in any publicity issued, printed or distributed, including signs, displays, reports, announcements, articles, press releases, or media interviews. Full information on HCTF communications guidelines and copies of the HCTF logo are available here.

Enhancement and Restoration Project Profiles